PAID LEAVE

About This Policy

Policy Statement

North Central University provides paid family and medical leave benefits to employees through a private plan that offers job-protected leave and partial wage replacement for qualifying family and medical reasons. All university employees who work in Minnesota participate in the program through payroll contributions. Employees who meet eligibility requirements may take paid leave for their own serious health conditions, to bond with a new child, to care for family members, or for other qualifying reasons defined in this policy.

Eligibility for Benefits

Employees qualify for paid leave benefits when they meet all the following criteria:

• Work at least 50 percent of their total work time in Minnesota
• Earned wages totaling at least 5.3 percent of the Minnesota State Average Annual Wage during their base period (the four most recently completed calendar quarters before leave begins)
• Have a qualifying reason for leave as defined by Minnesota law

Types of Leave

• Medical Leave (up to 12 weeks per benefit year) – Employees may take medical leave for their own serious health condition, pregnancy, childbirth, recovery from childbirth, or related medical appointments.
• Family Leave (up to 12 weeks per benefit year) – Employees may take family leave for bonding with a newborn or newly placed child, caring for a family member with a serious health condition, addressing military deployment needs, or addressing safety needs from domestic abuse, sexual assault, or stalking.

Combined Maximum

Employees who qualify for both types of leave in the same benefit year may take a combined total of up to 20 weeks.

Application and Administration

Employees must apply for paid leave through the private plan administrator’s system. The private plan administrator reviews applications, determines eligibility, calculates benefits, and coordinates payments. Employees receive job protection during approved leave and continue accruing seniority and benefits.

Premium Contributions

The university and employees share the cost of paid leave premiums through payroll deductions each pay period. Minnesota law prohibits the university from charging employees more than they would pay under the state-administered program. The university determines the specific employee contribution rate annually within this legal limit and provides employees with at least 30 days advance notice of any changes. All employees who work in Minnesota contribute premiums regardless of whether they currently qualify for benefits.

Job Protection

Employees taking approved paid leave have the right to return to their same position or an equivalent position with equivalent pay, benefits, and terms of employment. The university prohibits retaliation or discrimination against employees for requesting or taking paid leave.

• Coordination with Other Benefits – Paid leave under the university’s private plan runs concurrently with other leave entitlements when legally permissible.
• Family and Medical Leave Act (FMLA) – When an employee’s need for paid leave also qualifies as FMLA leave, both leaves run concurrently. The employee receives paid leave benefits during the leave period, and the leave counts against both the paid leave entitlement and FMLA entitlement.

University Parental Leave Policy

Employees who meet the eligibility requirements for the university’s Parental Leave policy and take leave related to pregnancy, childbirth, recovery, adoption, or foster placement receive supplemental compensation that brings their total pay to 100% of regular base pay.

To qualify for this supplemental compensation, employees must:

• Hold full-time, benefits-eligible status
• Earned at least $3,900 during the prior twelve-month period
• Take leave within six months of the birth, adoption, or foster placement event
• Apply for paid leave benefits through the university’s private plan administrator

The university’s Parental Leave policy provides eight weeks of supplemental pay for maternity leave and two weeks for paternity leave. Paid leave benefits provide partial wage replacement (typically 60-75% of salary). The university supplements the difference, ensuring employees receive 100% of their regular compensation during the applicable leave period.

Employees who do not meet the Parental Leave policy eligibility requirements (not full-time benefits-eligible or beyond the six-month window) receive only the partial wage replacement provided by the paid leave program.

Employees who exhaust their Parental Leave supplemental pay (8 weeks maternity / 2 weeks paternity) but continue taking bonding leave receive only the partial wage replacement provided by the paid leave program for any additional weeks.

Discretionary Leave

Employees may not use discretionary leave to supplement paid leave benefits. However, employees may choose to use any accrued paid time off before applying for paid leave benefits.

Workers’ Compensation

Employees receiving workers’ compensation benefits may also apply for paid leave benefits when they meet eligibility requirements. The university coordinates benefits according to Minnesota law to prevent duplicate payment for the same hours.

Short-Term and Long-Term Disability

Employees may receive paid leave benefits while also enrolled in university-provided disability insurance programs. The university coordinates benefits to comply with insurance policy terms and state law requirements.

Notice Requirements

For foreseeable leave, employees must provide at least 30 days advance notice when possible. For unforeseeable leave, employees must provide notice as soon as practicable. Employees must notify both their supervisor and Human Resources and submit documentation supporting their leave request.

Appeals

Employees who receive an adverse determination may appeal through the private plan administrator’s established process. Employees have 30 calendar days from the determination date to file an appeal. Human Resources provides information and assistance regarding the appeals process.

Reason For Policy

North Central University values supporting employees during critical life events and health challenges. This policy fulfills the university’s legal obligation to comply with Minnesota Statutes Chapter 268B, which requires all Minnesota employers to provide paid family and medical leave benefits beginning January 1, 2026. The policy establishes clear procedures for administering the university’s private plan while protecting employee rights and ensuring operational continuity.

Policy Scope

This policy applies to:

• All employees who work in Minnesota, including full-time, part-time, temporary, and student employees
• All faculty members, staff members, and administrators who work in Minnesota
• Supervisors and department heads who manage employees eligible for paid leave
• Human Resources personnel who administer the program

Procedures

• Procedure – Requesting and Approving Leave
• Procedure – Administering Benefits

Forms

• There are no forms associated with this policy.

Appendices

• There are no appendices associated with this policy.
  

Additional Contacts

Definitions

Base Period

The four most recently completed calendar quarters immediately before the employee’s first day of leave. The base period determines whether the employee earned sufficient wages to qualify for benefits.

Benefit Year

A 52-week period beginning on the date the employee first takes paid leave. The benefit year determines the maximum leave available during that period.

Bonding Leave

Leave taken to bond with a newborn child or a child newly placed for adoption or foster care, occurring within 12 months of birth or placement.

Deployment-Related Leave

Leave taken to address needs arising from a family member’s military deployment to a foreign country.

Domestic Partner

An individual in a committed relationship with the employee, evidenced by registration with a government entity or employer, or meeting criteria established by Minnesota law.

Family Leave

Leave taken for bonding with a new child, caring for a family member with a serious health condition, addressing deployment needs, or addressing safety needs. Maximum 12 weeks per benefit year.

Family Member

For paid leave purposes: spouse, domestic partner, child, parent, sibling, grandparent, grandchild, or individual for whom the employee has legal guardian or conservator responsibility. Includes biological, adopted, foster, and step relationships.

Intermittent Leave

Leave taken in separate blocks of time for a single qualifying reason, such as medical appointments or recurring treatments, in increments as small as one hour.

Medical Leave

Leave taken for the employee’s own serious health condition, including pregnancy, childbirth, and recovery. Maximum 12 weeks per benefit year.

Minnesota State Average Annual Wage (SAAW)

The average annual wage for all Minnesota employees in covered employment, calculated annually by DEED. Determines the minimum earnings threshold for eligibility.

Premium

The cost of providing paid leave benefits, expressed as a percentage of employee wages. Both employers and employees contribute premiums.

Private Plan

An employer-provided paid family and medical leave benefit program approved by Minnesota DEED and the Department of Commerce that meets or exceeds state program requirements.

Qualifying Reason

A circumstance entitling an employee to paid leave under Minnesota law: serious health conditions, bonding with a new child, caring for a family member, deployment needs, or safety needs.

Reduced Schedule Leave

Leave taken by reducing the employee’s usual weekly or daily work schedule, such as working part-time instead of full-time.

Retaliation

Any adverse action taken against an employee because they requested or took paid leave, participated in proceedings related to paid leave, or opposed practices they reasonably believed violated paid leave law.

Safety Leave

Leave taken to address needs arising from domestic abuse, sexual assault, or stalking experienced by the employee or family member, including seeking medical attention, victim services, legal proceedings, or relocation.

Seasonal Employee

An individual employed for no more than 150 days during any consecutive 52-week period in the hospitality industry. Seasonal employees contribute premiums but do not qualify for benefits during seasonal employment.

Serious Health Condition

An illness, injury, impairment, or physical or mental condition requiring inpatient care or continuing treatment by a healthcare provider that renders the individual unable to perform job duties or requires them to provide care for a family member.

Responsibilities

Employees

• Request leave.

Supervisors

• Respond to employee parental leave request.
• Work with the Office of Human Resources, as appropriate, on employee parental leave request.

Office of Human Resources

• Respond to parental leave request.
• Provide additional information with regard to the FMLA leave Administrative Policy: Family and
  Medical – FMLA Leave and other available leave options per administrative policy, governing rules,
  or collective bargaining agreement.
• Ensure that parental leave is documented in the Human Resources Management System (HRMS).

RELATED INFORMATION

Related Policies & Procedures

• Parental Leave: https://www.northcentral.edu/policy/parentalleave/
• Discretionary Leave: https://www.northcentral.edu/policy/discretionary/
• Flexible Work Arrangements: https://www.northcentral.edu/policy/flexiblework/
• Misconduct: https://www.northcentral.edu/policy/misconduct/
• Employee Grievances: https://www.northcentral.edu/policy/grievances/

Relevant Legislation

• Minnesota Statutes Chapter 268B (Minnesota Paid Leave): https://www.revisor.mn.gov/statutes/cite/268B
• Family and Medical Leave Act (FMLA), 29 U.S.C. § 2601 et seq.: https://www.dol.gov/agencies/whd/fmla

Minnesota Statutes Section 181.9412 (Parenting Leave): https://www.revisor.mn.gov/statutes/cite/181.9412

Other Related Information

• Minnesota Paid Leave Website: https://paidleave.mn.gov
• Minnesota DEED Employer Toolkit: https://mn.gov/deed/paidleave/employers/
• Minnesota Department of Commerce: https://mn.gov/commerce/insurance/

History

Issued
2025-11-10